Facilities & Administration Executive

Responsibilities

• Oversee day-to-day facilities and workplace activities, including building inspections, defect tracking, maintenance schedules, and repair coordination.

• Arrange preventive maintenance, breakdown support, contractor visits, and minor workplace improvement works to ensure timely completion.

• Administer facilities service requests by coordinating vendors or technicians, monitoring progress, and maintaining accurate completion records.

• Maintain documentation for facilities assets, building plans, licenses, certificates, warranties, service contracts, and renewal schedules.

• Coordinate workplace services such as cleaning, pest control, air-conditioning, electrical systems, fire-safety systems, security/access systems, and common-use equipment.

• Facilitate quotation sourcing, purchasing documentation, invoice verification, vendor follow-ups, and facilities expenditure monitoring.

• Control PPE, uniforms, life vests, and safety-equipment inventories, including issuance records, stock replenishment, servicing schedules, and equipment tracking.

• Provide administrative coordination for WSH, ISO, audit, regulatory, and compliance-related activities, including document filing, action tracking, and evidence preparation.

• Support general office administration by managing workplace supplies, signage, meeting-room equipment, shared records, and cross-department facilities requirements.

• Compile regular facilities performance reports covering maintenance status, outstanding defects, contract expiries, PPE activities, expenditure, vendor issues, and WSH/ISO follow-up actions.

Requirements

• Minimum GCE O-Level with relevant experience, or NITEC/Higher NITEC/Diploma in Facilities Management, Business Administration, Building Services, Supply Chain, Safety, or a related discipline.

• At least 3 years of relevant experience in facilities or operational administration involving building maintenance, contractor/vendor coordination, purchasing, and PPE or inventory management.

• Practical knowledge of preventive maintenance, facilities services, service-contract administration, purchasing documentation, invoice processing, and basic building systems; experience in an engineering, marine, industrial, warehouse, or technical environment is advantageous.

• Proficient in Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook, with the ability to maintain trackers, registers, expiry schedules, reports, and basic expenditure analysis; familiarity with ERP NetSuite is beneficial.

• Strong organisational, follow-up, record-keeping, communication, and problem-solving skills, with the ability to manage multiple deadlines, work independently, coordinate with internal and external stakeholders, and maintain accurate documentation.

Clarence Khoh
R1552376